Creating and inviting employees

Creating employees in Shiftdesk

In Shiftdesk, you manage your team centrally under Employees. From there, you add new people, invite them by email, and give them access to the Mobile App.

Create a new employee

1. Go to Employees → Add employee.
2. Fill in the master data: First name, Last name, Email, and optionally Phone.
3. Select the Location and the Department the person should be assigned to.
4. Set the role (e.g. Employee, Team lead, Location manager).
5. Save with Create.

Add a contract right away

In the same step, you can store an initial contract. For this you need:

• Contract type (e.g. full-time, part-time, mini-job) — if none exists yet, create it beforehand under Settings → Contract types
• Weekly hours and hourly wage or monthly salary
• Contract start and optionally contract end

The contract is the basis for target hours, overtime calculation, and payroll.

Send the invitation

After saving, the Invite button appears in the employee profile. Use it to send an email with a magic link. On their first login, the person sets their own password.

Access to the Mobile App

Once the account is active, your team can log in to the Shiftdesk Mobile App with the same credentials. There they see their schedule, can swap shifts, request absences, and (if enabled) clock in/out. More on this: The Shiftdesk smartphone app at a glance. Anyone who clocks in at a terminal needs a kiosk PIN.

Bulk import

For larger teams, there is a CSV import under Employees → Import. A template is available for download directly in the dialog.

More on this topic: Roles and permissions explained.